Change Review Board (CRB) MeetingWednesday, September 23, 2009

9:00 am EDT

(888) 808-6959; 9766976#

Agenda

• Welcome/Introduction [ Walt Bikowitz]• Update – Previous CRs • Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

Agenda

• Welcome/Introduction• Update – Previous CRs [Rachael Lieblick]• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

Change Request Hour Estimate

CR 37 Mass Edit Purchasing Codes Complete

CR 40 IR Remove Accounting Validation on Rejected IRs

In Progress

CR 36 Make the Encumbrance number and the DO number the same

Complete

CR 42 Add Accounting details to Analysis Open

CR 26 Mass Edit for Invoice Reconciliation Deferred

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Update – Previous CRs

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40 [Rachael Lieblick]• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

• CR 40:  Invoice Reconciliation Accounting Validation Current Challenge:  Currently if a customer is rejecting an IR, all of the

accounting must be validated to get the IR in ‘Rejected’ status.  Additionally, if a customer is disputing a line item, you also must validate the accounting before continuing.  This creates additional work and time to a simple process.  Agencies are requesting the following changes: 

• (1) when rejecting an IR, do not require that the accounting be validated, and;

• (2) when disputing a line item, do not require that the accounting be validated.

•   Proposed Solution: Changes will be made so that accounting fields are not

validated when a line item is disputed.  These same changes will also impact the validation logic for a rejected IR (since the reject action disputes all line items).  If a customer later selects to cancel a rejection or accept a previously disputed line item, then the accounting fields will required to be valid.

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Update – CR 40

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing [ Kasey Bickley]• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

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CRs Recommended for Closing

Change Request Description

213112 Default ‘Include Comments/Attachment(s) on Purchase Orders’ checkbox as unchecked-Purchasing Director’s Meeting outcome

349820 Allow users to edit their e-mail notification preferences for Requisition Withdrawals

296427 Remove visibility of subvendor field on line item accounting-DFS confirmation

397840 MAR notification change -State Purchasing

321966 Method of Procurement updates / Transaction Fee Exemption reason code

388237 Buyer code updates

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs [Rachael Lieblick]• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

Prioritize Top CRs

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• Refer to CR List distributed before meeting

• By majority vote, identify top five CR for analysis CRB may confirm previously prioritized CR CRB may identify up to two CRs to conduct detailed estimates

• MFMP Team will proceed with impact analysis

• Reconvene to review Rough Order of Magnitude (ROM) and identify CR(s) for implementation

Change Review Board Top Five Priorities

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget [Walt Bikowitz]• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

• As of July 1, 3,891 hours added to the Contingency Budget to provide for ongoing system enhancements

• After VIP completion, the Contingency Budget balance will be 3,547 hours

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Update – Contingency Budget

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade [Walt Bikowitz]• Vendor Information Portal (VIP)• Wrap-Up

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Agenda

• Ariba has agreed to support our version 8.2.2 through September 2011

• Our plan: – Start analysis and planning September 2010– Code freeze Thanksgiving 2010– Conversion Labor Day weekend 2011

Note: We plan to do a communication to agency customers to obtain feedback on this plan

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Ariba Upgrade

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP) [Walt Bikowitz]• Wrap-Up

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Agenda

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Vendor Information Portal (VIP) – Fall 2009

• What’s New? Automated registration for State solicitation tools via new interfaces that

enroll the vendor in MFMP tools from one place. The new interface will help increase registration in the future to further competition for all State business. Today, approximately 7,000 vendors are signed up within VBS.

Simplified transaction fee reporting form (PUR 3776): includes features such as auto-calculated fields for transaction fee reporting and improved guidance when entering report information. Time reduced from 45 minutes to 10 minutes on average.

A printer-friendly template will be available providing a consistent look and feel when printing information entered into the application.

New system architecture and technology improves overall system performance, availability, scalability, and maintainability. This includes enhanced capabilities to interface and communicate with other State systems, such as the Office of Supplier Diversity (OSD) system.

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Vendor Information Portal (VIP)

• What’s Better? Updated user interface with a more personalized view. The vendor interface

will be more user-friendly with streamlined navigation. Vendors now have one-stop access to their registration information, current transaction fee reporting requirements, and agency-provided performance ratings.

Improved navigation and informational tools such as simplified registration instructions and ‘Quick links’ that allows customers to jump to specific areas of the portal.

Improved registration process via a ‘registration wizard.’ Vendors also save time as there are fewer clicks and screens required as part of the registration and account maintenance processes.

Improved commodity code search capability assists vendors in quickly locating commodity codes applicable to their business.

• Want to know more? http://dms.myflorida.com/vendormeetings

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VIP Change Requests

• Please refer to the VIP CR handout

Agenda

• Welcome/Introduction• Update – Previous CRs• Status of CR 40• CRs Recommended for Closing• Agency Top Five Prioritized CRs• Update – Contingency Budget• Ariba Upgrade• Vendor Information Portal (VIP)• Wrap-Up [Walt Bikowitz]

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Agenda

Contact Us

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Kasey Bickley Purchasing Process Analyst

Kasey.Bickley@dms.myflorida.com (850) 294-0494

Anne Rabon, LSSGB F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739

Eric Swanson Vendor Management Analyst

Eric.Swanson@dms.myflorida.com (850) 487-9981

Amy Smyth, PMP CommunicationsAnalyst

Amy.Smyth@dms.myflorida.com (850) 294-3080

Rachael Lieblick, PMP Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735

Walt Bikowitz Chief, SPO Walt.Bikowitz@dms.myflorida.com (850) 488-7809

Contact Us

Wrap-Up

• Questions / Comments

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Wrap-Up